Career Map for HR Information Systems, … the HR Information Systems function, ... Conflict...

VA HR Academy Career Map for HR Specialist HR Information Systems

U.S. Department of Veterans AffairsU.S. Department of Veterans Affairs

Contents General Information .................................................................................................................. 3 Function Summary ................................................................................................................... 3 What is a Competency? ............................................................................................................ 3 What are the differences between core, strategic and technical competencies? ................ 3 Required Competencies (Refer to competencies defined in Appendix) ............................... 4 How to Acquire Competencies ................................................................................................ 5

Function Levels ....................................................................................................................... 5 Recommended Training, Education, and Certifications ........................................................ 6 Recommended VA-Specific Experience and Recommended VA-Specific Other ............... 12

CORE Competencies Defined: .............................................................................................. 13 TECHNICAL Competencies Defined: .................................................................................... 14 LEADERSHIP Competencies Defined: .................................................................................. 15

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General Information

This document provides the recommendations within each of the career models for each of the identified HR functions. This includes training, education, and certification recommendations; VA-specific experience recommendations; and other VA-specific recommendations (e.g., manuals, job aids) needed to attain the stated level of proficiency within that function. The core, technical, and strategic competencies associated with each function are also provided in this document. The career model will be used to guide the professional development of VA HR professionals in aligning their skill set with the VA HR competencies.

Function Summary

Individuals the HR Information Systems function, identify and analyze Human Resource processes, translate functional requirements into technical requirements, and deliver and maintain the HR information systems.

What is a Competency?

Competency Models support a streamlined, data-driven approach to professional development, serve as the foundation to all Human Capital practices, and are becoming increasingly important to the Federal Government as a way to show accountability. A competency is a standardized job requirement for an individual to properly perform a specific job or role. It is observable and measurable. Competencies are a combination of knowledge, skills, abilities (KSAs), attitudes, and behaviors used to improve performance.

What are the differences between core, strategic and technical competencies?

The current competency model contains three competency types - Core, Leadership, and Technical. Each competency type denotes a specific competency area and scope. Core and Leadership competencies are standardized throughout the VA, while Technical competencies are unique to jobs.

Ø Core: Foundational competencies that apply to all functions and levels regardless of job specialty.

Ø Leadership: Competencies for those in a leadership role. Not applicable to the Foundational functional level of a career.

Ø Technical: Job specific competencies required to perform tasks or activities.

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Required Competencies (Refer to competencies defined in Appendix)

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Core Competencies Technical Competencies Leadership Competencies

Analytical Reasoning* Employee Benefits* Accountability

Communications* Employee Development* Developing Others*

Conflict Management* Employee Relations* Human Capital Management

Customer Service* Human Resources Info Systems (HRIS) Leveraging Diversity*

Flexibility* Labor Relations* Political Savvy

Information Assurance Pay Administration* Technology Management

Integrity/Honesty Performance Management* -

Interpersonal Skills* Position Classification & Management -

Organizational Awareness Recruitment & Staffing -

Problem Solving* Workforce & Succession Planning* -

Self-Management* Work/Life Integration -

Strategic Thinking* - -

Teamwork* - -

Veterans Service Motivation - -

*Note: Indicates competencies represented by courses in the career map.

How to Acquire Competencies

During an exercise at the September 2010 VA HR Academy Curriculum and Career Mapping workshop, the subject matter experts chose the preferred “acquisition method” that would allow an individual to obtain the desired proficiency standard at each level for every competency. The acquisition method options selected were:

Ø Training: VA or vendor provided courses that have learning objectives (i.e., Time Management Fundamentals).

Ø Experience: Activities the incumbent can engage in to enhance their recommended competencies (i.e., complete a time sensitive assignment with limited notice).

Ø Other: Another method of obtaining the necessary competencies without completing an action with a defined end result (i.e., referencing a job aid or shadowing an experienced professional).

The information contained within the Training, Education, and Certification table lists out the educational information that was identified during the September 2010 VA HR Academy Curriculum and Career Mapping workshop. The “ü” in each table indicates that the training, education, or certification is needed to demonstrate proficiency at the functional level. Additional information on the courses listed in this table can be found on the VA HR Academy website at www.vahracademy.va.gov. Similarly, a “ü” in the Experience or Other Requirements tables indicates that the element is also needed to demonstrate proficiency at the functional level. All of the information taken together provides the overarching framework of what is needed to demonstrate the desired proficiency level within each function across the identified competencies. Activities in the following sections marked with an asterisk (*) indicate those which may be effectively delivered or supported through social learning.

Function Levels

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Each VA HR function has three levels. Each employee is assigned to the most appropriate level. These levels represent the primary work you do, the level of experience, and the level of supervision.

Ø Foundational (F) - A Human Resources Specialist at the Foundational Practitioner:

· Typically has 1-2 years of experience · In a learning role; requires guidance, supervision, or oversight to perform most activities · Can perform basic tasks without guidance

Ø Intermediate (I) - A Human Resources Specialist at the Intermediate Practitioner level is expected to:

· Typically has 3-4 years of experience · Has responsibilities for evolving operational needs · Can perform most tasks independently with occasional guidance/oversight

Ø Advanced (A) - A Human Resources Specialist at the Advanced Practitioner level is expected to:

· Typically has 5+ years of experience · Higher level staff with a managerial role · Provides guidance to lower level staff · Technical experts in the role

Recommended Training, Education, and Certifications

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HR Specialist HRIS Training, Education, and Certifications Competency F I A

Strategies for Decision Making (CDN) Analytical Reasoning ü - -

Effective Listening Communications ü - -

Presenting with Your Audience in Mind Communications ü - -

Presenting with Your Audience in Mind (CDN) Communications ü - -

Customer Service for HR Professionals Customer Service ü - -

Customer Service in Government Customer Service ü - -

Customer Service in the Field Customer Service ü - -

Customer Service over the Phone Customer Service ü - -

Dealing with Irrational Customers and Escalating Complaints

Customer Service ü - -

Internal Customer Service Customer Service ü - -

Shaping the Direction of Customer Service in Your Organization

Customer Service ü - -

Support Center Services and Work Environment Customer Service ü - -

Team and Customer Relationships Customer Service ü - -

Instructor Training Employee Development ü - -

Planning Your Professional Development (CDN) Employee Development ü - -

Federal Human Resources Management Employee Relations ü - -

Fundamentals of Legal Research Employee Relations ü - -

Integrity in the Workplace Employee Relations ü - -

HR Smart: Fundamentals for HR Specialists Human Resources Information Systems

ü - -

HR Smart: Managers Self Service Human Resources Information Systems

ü - -

HR Smart: Overview Human Resources Information Systems

ü - -

Administrative Professionals: Interacting with Others Interpersonal Skills ü - -

Using Feedback to Improve Team Performance Interpersonal Skills ü - -

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Federal Labor Relations Labor Relations ü - -

Fundamentals of Legal Research Labor Relations ü - -

Integrity in the Workplace Labor Relations ü - -

Promoting a Substance-free Workplace Labor Relations ü - -

Policy Interpretation Tips and Tricks (CDN) Organizational Awareness ü - -

PAID Coding: Processing HR Actions Pay Administration ü - -

PAID Coding: Veterans' Preference Pay Administration ü - -

Strategic Human Capital Management (CDN/3949109) Performance Management ü - -

Position Management (3832614) Position Classification & Management

ü - -

Advanced Staffing Module 1: Problem Solving and Decision Making

Problem Solving ü - -

Pragmatic Problem Solving Problem Solving ü - -

Advanced Staffing Module 3: Strategic Recruitment Strategic Thinking ü - -

Determining Service Computation Dates Employee Benefits - ü ü

Employee Benefits Employee Benefits - ü ü

Employee Benefits for Federal HR Professionals Employee Benefits - ü ü

Federal Employee Benefits Employee Benefits - ü ü

FERS Benefits Applications Employee Benefits - ü ü

Processing Voluntary Retirement Applications for Civil Service Employees (CSRS)

Employee Benefits - ü ü

Processing Voluntary Retirement Applications for Civil Service Employees (CSRS)


Processing Voluntary Retirement Applications for Federal Employees (FERS)


Processing Voluntary Retirement Applications for Federal Employees (FERS)


Adverse and Performance-Based Actions Employee Relations - ü ü

Employee Conduct and Performance Employee Relations - ü ü

FMLA Leave and More: An Overview of Legally Protected Leave

Employee Relations - ü ü

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I-9 Compliance: Verifying Employment Eligibility of US and Non-US Citizens

Employee Relations - ü ü

MSPB Employee Relations - ü ü

Alternative Dispute Resolution Labor Relations - ü ü

Alternative Dispute Resolution (CDN) Labor Relations - ü ü

EEO in the Federal Sector Labor Relations - ü ü

I-9 Compliance: Verifying Employment Eligibility of US and Non-US Citizens

Labor Relations - ü ü

Negotiation Skills (CDN) Labor Relations - ü ü

Rightful Employment Termination Labor Relations - ü ü

Advanced Staffing Module 6: Complex Pay Determinations

Pay Administration - ü ü

Enhancing Your Attention to Detail (CDN) Analytical Reasoning - ü -

Measurement: Assessment and Metrics Analytical Reasoning - ü -

Business Writing: Editing and Proofreading Communications - ü -

Business Writing: How to Write Clearly and Concisely Communications - ü -

Business Writing: Know Your Readers and Your Purpose

Communications - ü -

Communicating Across Cultures Communications - ü -

Communicating Effectively Communications - ü -

Consulting Skills for HRM Professionals (1328706) Communications - ü -

Effective Team Communication Communications - ü -

Effective Team Communication (CDN) Communications - ü -

Internal Consulting Skills for Federal HR Professionals Communications - ü -

Interpersonal Communication Communications - ü -

Interpersonal Communication: Listening Essentials Communications - ü -

Interpersonal Communication: Targeting Your Message Communications - ü -

Negotiation Essentials: Avoiding Pitfalls in Negotiations

Communications - ü -

Negotiation Essentials: Communicating Communications - ü -

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Negotiation Essentials: Persuading Communications - ü -

Negotiation Essentials: Planning for Negotiation Communications - ü -

Negotiation Essentials: What Is Negotiation? Communications - ü -

The Power of Influence over Authority Communications - ü -

Constructive Conflict Resolution Conflict Management - ü -

Mediating Employee Disputes Conflict Management - ü -

First Steps for Turning Around a Performance Problem Developing Others - ü -

Giving and Receiving Feedback (CDN) Developing Others - ü -

Strategic Human Capital Planning (3852270) Employee Development - ü -

Strategies for Developing Employees Employee Development - ü -

Strategies for Developing Your Employees – 1 day Employee Development - ü -

Training and Development Employee Development - ü -

Time Management: Analyzing Your Use of Time Flexibility - ü -

Time Management: Avoiding Time Stealers Flexibility - ü -

Time Management: Planning and Prioritizing Your Time

Flexibility - ü -

Developing Your Political Savvy (CDN) Political Savvy - ü -

Creative Approaches for Innovative Solutions Problem Solving - ü -

Decision Making: Making Tough Decisions Problem Solving - ü -

Problem Solving: Digging Deeper Problem Solving - ü -

Professionalism, Business Etiquette, and Personal Accountability

Self-Management - ü -

Strategic Human Capital Management (3884547) Strategic Thinking - ü -

Strategic Human Capital Planning (3852270) Strategic Thinking - ü -

Consulting Skills for HRM Professionals (1328706) Teamwork - ü -

Effective Team Communication Teamwork - ü -

Advanced Staffing Module 2: Workforce Succession Planning

Workforce & Succession Planning

- ü -

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Managing Change: Building Positive Support for Change


- ü -

Managing Change: Dealing with Resistance to Change Workforce & Succession Planning

- ü -

Managing Change: Sustaining Organizational Change Workforce & Succession Planning

- ü -

Managing Change: Understanding Change Workforce & Succession Planning

- ü -

Organizational Agility Workforce & Succession Planning

- ü -

Succession Planning Workforce & Succession Planning

- ü -

Succession Planning (CDN) Workforce & Succession Planning

- ü -

Effective Team Communications Communications - - ü

Negotiation Skills Communications - - ü

Presenting Your Case Communications - - ü

Negotiations and Alternative Dispute Resolution (ADR) Conflict Management - - ü

Essential Mentoring Techniques: Building and Maintaining Mentoring Relationships

Developing Others - - ü

Essential Mentoring Techniques: Designing and Initiating Mentoring Programs


Essential Mentoring Techniques: Evaluating and Ending the Mentoring Program


Essential Mentoring Techniques: Mentoring Fundamentals


Federal Employee Development Employee Development - - ü

Leveraging Multicultural and Multigenerational Diversity

Leveraging Diversity - - ü

Decision Making: Tools and Techniques Problem Solving - - ü

Generating Creative and Innovative Ideas: Maximizing Team Creativity

Problem Solving - - ü

Problem Solving: Determining and Building Your Strengths

Problem Solving - - ü

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Managing Projects within Organizations (PMBOK® Guide Fifth Edition)

Strategic Thinking - - ü

Strategic Human Capital Management (2835963) Strategic Thinking - - ü

Leading Teams and Groups Teamwork - - ü

Leading Teams: Fostering Effective Communication and Collaboration

Teamwork - - ü

Managing Internal Dynamics in a Cross-functional Team

Teamwork - - ü

Assessment Questionnaire Workforce & Succession Planning

- - ü

Hiring and Retention Overview Workforce & Succession Planning

- - ü

HR2U Virtual Workforce & Succession Planning

- - ü

Job Analysis Workforce & Succession Planning

- - ü

Strategic Human Capital Planning (3858380) Workforce & Succession Planning

- - ü

The Supervisor Role in the HR Competency Self Assessment and eIDP Process


- - ü

*Note: Indicates courses do not map to the competency

Recommended VA-Specific Experience and Recommended VA-Specific Other

A workshop with HR information systems subject matter experts (SMEs) is planned for the summer of 2015. During this workshop, the SMEs will identify both career developmental experiences and VA-specific other to assist in career growth and development. This information will be included in future versions of the VA HA Academy Career Model Update Report.

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APPENDIX

CORE Competencies Defined:

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§ Analytical Reasoning: Identifies issues and analyzes information to draw accurate conclusions, ensuring careful attention to detail. Dissects problems and information into their meaningful parts, and uses logic and judgment to evaluate alternatives and develop solutions.

§ Communications: Effectively expresses information to multiple audiences through clear, convincing oral and written communications; demonstrates logical thinking when describing facts and concepts, and shapes communications to meet the needs of a specific audience; actively listens to others and demonstrates understanding of their comments and/or questions.

§ Conflict Management: Helps to manage and resolve conflicts, grievances, confrontations, or disagreements in a constructive manner to minimize negative personal impact; collaborates with others to encourage cooperation and teaming.

§ Customer Service: Anticipates, identifies, and manages the needs and expectations of internal and external customers; makes the effort to understand customer issues and priorities to deliver quality services and support; solicits regular formal and informal feedback and takes action to drive high levels of customer satisfaction.

§ Flexibility: Is open to change and new ways of approaching working and solving problems; adapts behavior or work methods in response to new information, changing conditions, or unexpected obstacles; deals effectively with ambiguity.

§ Customer Service: Working with clients and customers to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations.

§ Flexibility: Adapting behavior or work methods in response to new information, changing conditions, or unexpected obstacles. Open to change and new information.

§ Information Assurance: Applies knowledge of methods and procedures to protect information systems and data by ensuring their availability, authentication, confidentiality, and integrity.

§ Integrity/Honesty: Contributes to maintaining the integrity of the Department of Veterans Affairs; displays high standards of ethical conduct at all times and understands the impact of violating these standards on the organization, self, and others; is trustworthy.

§ Interpersonal Skills: Develops and maintains effective relationships with others; relates well to people from varied backgrounds and different situations. Considers and responds appropriately to the needs, feelings, and capabilities of subordinates, peers, and seniors. Gains cooperation to obtain information and accomplish goals, including managing disagreements in a constructive manner to minimize negative personal impact.

§ Organizational Awareness: Knows the organization’s (e.g., VA, domain, work unit) mission and functions. Knows how its social, political, and technological systems work and operates effectively within them. Understands how programs, policies, procedures, rules, and regulations drive and impact the work and objectives of the organization

§ Problem Solving: Identifies problems, determines accuracy and relevance of information, and uses sound judgment to generate and evaluate alternatives; makes well-informed, objective decisions that take into account facts, goals, constraints, and risks while perceiving the impact and implications of decisions.

§ Self-Management: Sets well-defined and realistic individual goals; displays a high level of initiative, effort, and commitment toward completing assignments in a timely manner; accepts feedback and works with minimal supervision; is motivated to achieve even under stressful conditions; demonstrates responsible behavior.

§ Strategic Thinking: Formulates effective strategies consistent with the objective, vision, and competitive strategy of the organization (e.g., VA, domain, work unit). Applies knowledge of planning, coordination, and execution of HR services, business functions, and resource allocation when examining issues and determining priorities. Takes a long-term view to recognize opportunities. Determines objectives and sets priorities. Anticipates potential threats or opportunities.

§ Teamwork: Encourages and facilitates cooperation, pride, trust, and group identity; fosters commitment and team spirit; works with others to achieve goals.

§ Veterans Service Motivation: Shows a commitment to serve Veterans, and works to ensure all actions are focused on meeting and supporting Veterans’ needs; aligns organizational objectives, processes, and practices with Veterans’ and the public’s interests.

TECHNICAL Competencies Defined:

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§ Employee Benefits: Applying HR concepts, principles, and practices relating to retirements, insurances and other employee benefit programs.

§ Employee Development: Applying employee development concepts, principles, and practices related to planning, evaluating, and administering training, organizational development, and career development initiatives.

§ Employee Relations: Applying laws, rules, regulations, case law, principles, and practices related to employee conduct, performance, and dispute resolution.

§ Human Resources Information Systems: Knowledge of HR management concepts, principles, and practices related to identifying and analyzing HR processes, translating functional requirements into technical requirements, and delivering and maintaining HR information systems.

§ Labor Relations: Applying laws, rules, regulations, case law, principles, and practices related to negotiating and administering labor agreements.

§ Pay Administration: Applying pay administration concepts, principles, and practices relating to pay setting, pay schedules, pay determinations, and other pay administration regulations.

§ Performance Management: Applying performance management concepts, principles, and practices related to planning, monitoring, rating, and rewarding employee performance.

§ Position Classification & Management: Determining the correct title, series, and grade of a position. Ensuring the accuracy of a position description, and advising management on organization and position management issues.

§ Recruitment & Staffing: Applying HR concepts, principles, and practices related to identifying, altering, and selecting individuals and placing them into positions to address changing organizational needs.

§ Work/Life Integration: Helping others meet the needs of their lives in a way that helps them be most productive, effective, and healthy, both at work and outside of work.

§ Workforce & Succession Planning: Applying HR concepts, principles, and practices in order to determine the composition of the workforce, projecting the composition of the future workforce, and identifying current and future competency gaps to align human capital with organization goals. Consulting with organizations to produce action

plans to bridge both workforce and competency gaps and ensuring an adequate and well qualified workforce to fulfill the mission.

LEADERSHIP Competencies Defined:

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§ Accountability: Holds self and others accountable for measurable high-quality, timely, and cost-effective results. Determines objectives, sets priorities, and delegates work. Accepts responsibility for mistakes. Complies with guidelines and rules.

§ Developing Others: Develops the ability of others to perform and contribute to the organization by providing ongoing feedback and by providing opportunities to learn through formal and informal methods.

§ Human Capital Management: Builds and manages workforce based on organizational goals, budget considerations, and staffing needs. Ensures that employees are appropriately recruited, selected, appraised, and rewarded; takes action to address performance problems. Manages a multi-sector workforce and a variety of work situations. Leveraging Diversity: Fosters an inclusive workplace where diversity and individual differences are valued and leveraged to achieve the vision and mission of the organization

§ Leveraging Diversity: Fosters an inclusive workplace where diversity and individual differences are valued and leveraged to achieve the vision and mission of the organization.

§ Political Savvy: Identifies the internal and external politics that impact the work of the organization. Perceives organizational and political reality and acts accordingly.

Career Map for HR Information Systems, … the HR Information Systems function, ... Conflict...

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